Senior Medical Secretary

As an organisation we recognise the value of a healthy work-life balance. When applying, speak to us about how we might be able to accommodate flexible working, so your work life fits around your home life.

We particularly welcome applications from Black, Asian and minority ethnic candidates as they are under-represented within the Trust.

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Job overview

An exciting opportunity has arisen for a Senior Medical Secretary at Weston General Hospital . We are looking for an enthusiastic and dynamic candidate who thrives in a busy and supportive environment.

The role includes being part of a team which provides an efficient and effective patient-focused secretarial service for the consultants and multi-disciplinary teams.

The post holder will have a range of secretarial and administrative experience, ideally in a hospital environment, though other administration experience will be valued. Experience of proof reading documents would be an advantage.

Working in a busy and sometimes demanding job, within a supportive and nurturing team, the candidate must be a good team player and enjoy working within a multidisciplinary team. They will need to be able to manage and prioritise workload appropriately.

Applicants should have excellent organisational and interpersonal skills and the ability to work well under pressure. Good communication skills and the ability to use initiative is essential.

Main duties of the job

• Promote a positive image of University Hospital Bristol and Weston NHS Foundation Trust at all times
• To liaise with and act as a point of contact for clinical and non-clinical staff via telephone and email
• To act as a point of contact for patients, relatives and carers.

• Escalate patients queries, capacity problems to the roles line manage or relevant clinical staff
• General office admin duties (forwarding of emails; sorting & distributing post; filing; printing; photocopying)
• Housekeeping duties (setting up meeting rooms; preparing welcome refreshments; keeping display boards up to date; unpacking deliveries)
• Maintain confidentiality and discretion and comply with the terms of the Data Protection Act and local Trust policies at all times.· Undertaking any other duties which are deemed appropriate to the post

Working for our organisation

Anonymous information will be used from your application in order to ensure we’re meeting our pledge.

Detailed job description and main responsibilities

For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy.

Person specification

Qualifications

• Educated to GCSE, grade C or above (or equivalent) in English Language and Maths
• Qualified in word processing or audio typing (or equivalent)
• Business and Administration Level 3 NVQ or equivalent experience.

Knowledge and Experience

• Clerical/administrative experience/Secretarial
• Understanding of specialist medical terminology
• Experience of dealing with the public, both on the telephone and in person
• Knowledge of NHS policies and/or procedures

• Previous NHS or equivalent experience

Skills and Abilities

• Effective and polite manner when dealing with people, both face to face and on the phone
• Able to work under pressure and meet deadlines whilst maintaining a high standard of accuracy
• Ability to work effectively in a busy team, adjust to change and motivate others
• Ability to work independently, managing own workload, whilst providing supervision and support to others
• Confidence to handle difficult conversations with patients, relatives and carers
• Ability to adapt to use new computer packages and programmes
• Effective organisational skills
• Good IT skills including Microsoft packages
• Attention to detail
• Ability to deal with non-routine issues on own initiative

• As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application to ensure we’re meeting our pledge.
• The Trust is committed to investing in and caring for all our staff. We will support you in maintaining and improving your health and wellbeing, as well as your career development through management and training support - developing exceptional people for exceptional careers.
• UHBW is committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults.
• To comply with Part 7 of the Immigration Act 2016 all applicants must be able to speak fluent English to an appropriate standard which will be assessed at Interview.
• If you require sponsorship for a visa to work in the UK, to avoid disappointment, please check to ensure you are eligible under the UKVI points based system.
• The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.
• By applying for this post, you are agreeing to University Hospitals Bristol and Weston NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system.
• Please be aware of scams – unless specified above, we will only communicate with you via @recruit.trac.jobs or nhs.net e-mails and we will never ask you for any payments.

IMPORTANT:

Please note that if you apply for a position with this Trust, you may be contacted via Trac or via email. This includes invites for job interviews. We therefore recommend that you regularly check your Trac account and email accounts. We may also contact you by texting the mobile number, if provided, on the application form.

Due to the high number of applications that are received for some posts we may close this vacancy before the advertised closing date. Therefore, please apply for this post as soon as you can, if you are interested and you meet the requirements of the Person Specification

Only those candidates who clearly demonstrate how they meet the person specification will be shortlisted for this job.

As a guide interviews should usually take place within 3 weeks of the closing date.

When providing employment reference details, please provide correct work-related email addresses so references can be sought promptly when we are looking to progress your application. Your referee must all be known to you in a line manager or professional lead capacity.